General Instructions for Suitland (WNRC)

Item 2: Original signatures, if required by your agency, should be included on a copy of the SF 135 placed
in the first box of the shipment.

Item 3: Provide the name and commercial telephone
number, including area code, of the person to contact concerning
the records. An e-mail address is also required so the approved
SF-135 can be returned by e-mail.

Item 6: (e) Agency box numbers column can
be used to indicate the inclusive range of numbers (e.g., 1-30).

Item 6: (f) - The Series Description should
describe the records in sufficient detail to allow records center
personnel to verify compliance with your records schedule. A
completeseries description includes
the closing date (or inclusive dates) of the records. Include
the organizational component that created the records when it
is other than that shown in item 5. Item 6(f) should include
a detailed box-by-box listing, if the records are scheduled
for permanent retention, unscheduled, or if disposition instructions
indicate sampling or screening of records is necessary. You
must indicate if the series of records is Subject to
the Privacy Act. Since SFs 135 are public records,
information included on SFs 135 should not be subject to the
Privacy Act.

Stratified Report Invoicing: For agencies participating
in Stratified Report Invoicing a caret (^) followed by a valid
two digit charge code must be placed at the beginning of the
series descriptions.

Special description requirements apply for certain
records and should be stated in item 6f:

Site Audit Records: State "GAO Site Audit"
if the records have been so designated by the General Accounting
Office and indicate whether the site audit records do or do
not pertain to Native Americans.

Non-paper based Records: These are other than paper
records, such as microfilm, engineering drawings (because of
the special format), etc.

Item 6: (g) - Restriction: complete this section
using one of the following codes:

Unclassified Privacy Act System Records - Code "W"
should be used for unclassified Privacy Act System records.
Explain any special restrictions at the bottom of the page,
if needed.

Restricted Data (RD) or Formerly Restricted Data (FRD)
records - Please add "E" to
designate Restricted Data (RD) or Formerly Restricted Data (FRD)
records. This must be shown as well as the appropriate classification
(Top Secret, Secret, Confidential) set forth in EO
12356. These restriction codes apply to documents pertaining
to National Security Information rather than information of
a proprietary nature.

Sensitive Compartmented Information (SCI) records
- Please add "SCI" to designate Sensitive
Compartmented Information records. This must be shown as well
as the appropriate classification (Top Secret, Secret, Confidential)
set forth in EO
12356. These restriction codes apply to documents pertaining
to National Security Information rather than information of
proprietary nature.

Vault-type Storage at Agency Request - Use "A"
code for records that are not national security classified,
but vault-type storage is being requested at an additional storage
fee.

Item 6: (h) - Cite the appropriate
schedule identifier and item number in your agency records schedule,
job number or the General Records Schedule (GRS). For accountable
officers' records, cite the appropriate item from GRS 6. Also,
use the General Records Schedules (36 CFR 1228.42) when dealing
with records common to most offices such as contracts, civilian
personnel records, travel and transportation records. Contact
center staff for additional information.

Unscheduled Record Series: Consistent with 36 CFR
1228.154(c )(vii), records centers can accept unscheduled record
series that have a SF 115, Request for Records Disposition Authority,
registered and pending with NARA's Life Cycle Management Division
(NWML). Customer agencies should cite the pending job number
and the date it was submitted to NARA and the series item that
corresponds to the transfers. The customer should type "pending"
in block 6h.

Also attach a copy of the pending job number with the SF 135.

Item 6: (i) Follow the instructions on your
record schedule to compute the disposition date. Because disposal
is accomplished in quarterly cycles (i.e. January, April, July
and October), advance the date to the beginning of the next
calendar quarter to obtain the actual date of disposal. Permanent
records are offered to NARA on an annual basis; no month is
shown in the disposition date field. Place "P" after
the offer year.